Group Email

Overview

SmartSimple offers Group Email functionality across all levels of the UTA, enabling the distribution of emails to multiple individuals associated with an entity. Users can utilize variables to present information relevant to the user, organization, or UTA levels 1, 2, or 3 within the emails. For instance, the first name of the recipient can be included in each email. Please refer to the Variable List for further details regarding variables.

Enabling Group Email

Prior to utilizing this feature, it is necessary to enable group email. To enable group email, please follow these steps:

System Administration (gear icon) >> Tracking Applications >> [Edit] *UTAname >> Security (tab) >> Feature and Function Permissions >> Level 1/2 (tab) >> [Enable Group Email]

• Utilize the Lookup feature to select the roles you wish to grant permissions to.

Using Group Email from within an Individual UTA Record

To send a group email to any contacts associated with a level one from a level one record, please follow these steps:

1. Access the desired record within the UTA.
2. Click the Edit button in the action bar (the record must be in edit mode to utilize group email).
3. Select the Contacts tab.
4. Select one or more contacts that you wish to email.
5. Click the Group Email button (this will open a modal window to guide you through the process).
6. You will see the list of contacts to be emailed; click Next.
7. Select a Template from the dropdown menu.
8. Enter a Subject.
9. If you wish to save the email as an activity, check Save as Event (refer to the note below).
10. Modify the body of your email as desired.
11. Click Next.
12. Preview how the email will appear, along with options to add CC recipients and attachments.
13. Click Send Message.
14. You will receive a notification confirming that the email was sent successfully, and you may close the modal window.

NOTE: When selecting Save As Event, if an Email activity has been configured in the UTA, the email will be recorded against the record. If no Email activity is configured, the Email activity will be stored against the contact profile of all recipients.

Using Group Email from UTA List View

To send an email to contacts in a specific role associated with a specific UTA level 1, 2, or 3 record, please follow these steps:

1. Navigate to the desired UTA and select the appropriate list view (you may use the search panel to refine the list of records).
2. Select the desired records.
3. Click the Group Email button in the action bar (you must select a record to view the button).
4. Select the roles to which you wish to send the email (please note that if the number of users selected is 0, no one will receive an email).
5. Click Next.
6. Select a Template.
7. Enter a Subject.
8. Modify the email body as desired.
9. Click Next.
10. Preview the email, including options to add CC recipients and attachments.
11. Click Next.
12. The email will be sent, and you may close the modal window.

Note: The Group Email feature from a UTA list includes an option for Unique Recipients. If this option is selected, one email will be sent to each recipient, even if they are associated with multiple records. Additionally, UTA level 1, 2, and 3 variables will not be processed when this option is selected.